Dec 16 - Hawkesbury Upton Village Hall - Hire for Weddings, Parties, Stage for Live music

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HAWKESBURY UPTON HALL COMMITTEE
 
Minutes of Meeting held on Monday 12th December 2016
 
 
Present
Chris Rispin   Angelo Sauro   Hilary Rogers   Martin Horner   Neil Fozard   Pat Sherry
Pete and Sue Webb    Louise Roberts   Mark Frankcom   Sally Bleaken  Jane Stanbridge
 
Apologies for Absence
Fiona Steeds   Bill Cullen   Kate Bashford   Lorraine Rutter   Sam Allen
 
Minutes of the Last Meeting
These were agreed as a true record.
 
Projects
The committee discussed the list of key projects and agreed a priority order based on current availability of funds and then considered where grants may be obtained
Project list
·         Undertake electrical work as a result of 5 year check. £2432 + VAT quote obtained and agreed start date at February half term.
·         Obtain further quotes for repair to the tarmac car park.
·         Refit sign to skate-park (Undertaken the following Saturday as a working party priority)
·         Redecoration of Upstairs Meeting Room – Flooring and replacement ceiling tiles approximately £1500 less £750 grant – Plus lighting to room £544+VAT (hoping for grant) undertake as moderate priority.
·         Pre-School Extension – no update.
·         Development of porch and replacement stage doors – awaiting quotes.  It was suggested Jack Weston should quote.
·         Investigation of grants for windows as the cost is £7702 and we cannot complete with the current level of funds.
·         Replacement front doors £3200, as above – await grant funding.
·         Outside courtesy lights £925 + VAT – hold for now.
·         Pre-school no longer require a socket in the storage cupboard. It was thought an extension lead could be provided
 
Finance Report
Finance report – Bill was absent but report sent through.
Possible Cleaner from Hillesley - Sue Butcher.   SB to contact CR.
 
Parish Council Report
Grants are available and bids need to be put in. There is a possibility of Member awarded funding through Sue Hope.
Recreation ground has been designated as a green space.
Loanstar – development on Park Street was briefly discussed.
Deed Document and Title Plans – outcome of further search – update from Bryan (Bryan has resigned from PC and new Chair is Mike Cox).
 
AGM – planning was discussed most of the current committee were available to stand again for at least one more year.
JS and KB are applying for grants and we need someone to undertake project management of the proposed schemes.
FS was asked to provide special invite to AGM for those Hall participants who do not always attend.
 
Income
·         Bookings – opportunities in February.  Big Breakfast was proposed for 23rd April 2017.
·         Marketing – we discussed the opportunities for events and it was suggested hat we should try and organize 3 events per annum to raise funds for the Hall, but this does need an organizer. There is to be an event in the show committee tent on the Sunday and by the end of January applications have to be in. it was agreed the Hall should submit an application, but there is a need to raise a special event committee to support it as many of the other representatives already fundraise for their own clubs and societies.
 
Maintenance
·         Meter Readings had been undertaken.
·         Maintenance working party – 17th December.
·         Play equipment maintenance – no representative available.
 
Play Area/Skatepark Report
·         Report  - no representative available.
·         Signage – resolved.
 
Risk Assessment
·         Risk Assessment Report – Very tall ladder is being replaced by Drama.
·         Health & Safety Issues – none specified.
·         Emergency Lighting/Fire Bells – checks undertaken and logged.
·         Constitution – ongoing – KB has agreed to help produce the trustee handbook.
 
Correspondence  
 Tim Watts has asked if he can park a vehicle in the car park – agreed to ask for £30 per month.   Hairdresser car parking was also discussed. FS to write to Natasha suggesting a £15 per month payment.
School parents use the hall car park and it was thought donations would be appreciated as the quotes to tarmac the car park exceeded £20,000.
It was agreed to get 12 chairs from Horton, provided they were reasonable (in the end CR has picked up 20 and stored 10 in the cupboard next to the meeting room).
 
Date of Next Meeting
16th January at 7.45pm at the Fox Inn.
 
 
 
 
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